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HomeMy WebLinkAboutORDINANCE 5933113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 5933 File Number: 2016-0558 THE FIELD SHOP, INC. CHANGE ORDER: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A CHANGE ORDER TO THE CONTRACT WITH THE FIELD SHOP, INC. OF LITTLE ROCK TO EXPAND THE SCOPE OF SERVICES TO INCLUDE THE PURCHASE AND INSTALLATION OF A VIDEO PRODUCTION DIGITAL SERVER AND ARCHIVE SYSTEM AND RELOCATION OF THE RECORDING TRANSFER STATION AT THE TELEVISION CENTER. WHEREAS, on December 15, 2015, the City Council approved a contract with The Field Shop, Inc. for an upgrade to the audio-visual equipment in the City Council chamber and City Hall Room 326 and an upgrade to the audio-visual and broadcast equipment in the Television Center; and WHEREAS, the Field Shop, Inc., which has already integrated a portion of the digital server and archive, is best qualified and positioned to continue as the City's contractor for an expanded scope of services to include completing the purchase and installation of the video production digital server and archive system and a relocation of the recording transfer station; and WHEREAS, having another vendor install the digital archive system would require a steep learning curve of the integrated systems at greater potential financial and quality costs to the City and would also lead to delays in the project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a change order to the contract with The Field Shop, Inc. of Little Rock to expand the scope of services to include the purchase and installation of a video production digital Page 1 Printed on 1217116 Ordinance: 5933 File Number.' 2016-0558 server and archive system and the relocation of the recording transfer station at the Television Center. PASSED and APPROVED on 12/6/2016 Attest: \ Sondra E. Smith, City"�,h'■r��� o) FAYETTEVILLE�j- 9 7fANS " i,�lry; i 0 N %, Page 2 Printed on 1217116 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 / — - (479) 575-8323 ff3 "''y'` Text File •t4•�y��''r �- _ --Y File Number: 2016-0558 Agenda Date: 12/6/2016 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 4 THE FIELD SHOP, INC. CHANGE ORDER AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A CHANGE ORDER TO THE CONTRACT WITH THE FIELD SHOP, INC. OF LITTLE ROCK TO EXPAND THE SCOPE OF SERVICES TO INCLUDE THE PURCHASE AND INSTALLATION OF A VIDEO PRODUCTION DIGITAL SERVER AND ARCHIVE SYSTEM AND RELOCATION OF THE RECORDING TRANSFER STATION AT THE TELEVISION CENTER WHEREAS, on December 15, 2015, the City Council approved a contract with The Field Shop, Inc. for an upgrade to the audio-visual equipment in the City Council chamber and City Hall Room 326 and an upgrade to the audio-visual and broadcast equipment in the Television Center; and WHEREAS, the Field Shop, Inc., which has already integrated a portion of the digital server and archive, is best qualified and positioned to continue as the City's contractor for an expanded scope of services to include completing the purchase and installation of the video production digital server and archive system and a relocation of the recording transfer station; and WHEREAS, having another vendor install the digital archive system would require a steep learning curve of the integrated systems at greater potential financial and quality costs to the City and would also lead to delays in the project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a change order to the contract with The Field Shop, Inc. of Little Rock to expand the scope of services to include the purchase and installation of a video production digital server and archive system and the relocation of the recording transfer station at the Television Center. City of Fayetteville, Arkansas Page 1 Printed on 12/7/2016 City of Fayetteville Staff Review Form 2016-0558 Legistar File ID 12/6116 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Doug Bankston 11/15/16 Communications & Marketing / Communications & Marketing Department Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends a change order to a contract with The Field Shop, Inc. specified by RFP 15-09 (City Hall Audio-visual Renovation project) that was approved by City Council in December 2015 to expand the scope of service to include equipment for and installation of a Video Production Digital Server/Archive System (project 16009) and for relocating the recording transfer station in Room 326 (i.e, the equipment rack) to another room outside of Room 326. Budget has been allocated for project 16009 in the current CIP cycle. Budget Impact: 4470.9470.5315.00 Sales Tax Capital Improvements Account Number Fund 16009 Video Production Digital Server/Archive system Project Number Project Title Budgeted Item? Yes Current Budget $ 120,000.00 Funds Obligated $ 92,348.00 Current Balance Does item have a cost? Yes Item Cost $ Budget Adjustment Attached? No Budget Adjustment Remaining Budget V20140710 Previous Ordinance or Resolution # 240-15 Original Contract Number: Approval Date: Comments: Cost for the digital server/archive system is $65,571, including applicable taxes and shipping charges, and cost for the recording transfer station relocation is $18,382, including applicable taxes and shipping charges, with a contingency of $8,395. Budget has been allocated in project 16009 under the current CIP cycle. CITY OF Fay% —ile ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director STAFF MEMO DATE: November 16, 2016 SUBJECT: Resolution to Approve a Change Order to The Field Shop, Inc. Contract to Install a Video Production Digital Server/Archive System and Relocate the Room 326 Recording Transfer Station RECOMMENDATION: Staff recommends a change order to a contract with The Field Shop, Inc. specified by RFP 15-09 (City Hall Audio-visual Renovation project) that was approved by City Council in December 2015 to expand the scope of service to include equipment for and installation of a Video Production Digital Server/Archive System (project 16009) and for relocating the recording transfer station in Room 326 (i.e, the equipment rack) to another room outside of Room 326. BACKGROUND: The contract with The Field Shop, Inc. was specified by RFP 15-09, which was approved by City Council in December 2015, and encompassed audio-visual upgrades of City Hall and the TV Center. DISCUSSION: Project 16009 Video Production Digital Server/Archive System is a budgeted capital improvement project for the current CIP cycle. The Field Shop, Inc. is a designer and installer of network, storage, archive and asset management solutions and already has integrated a portion of the Digital Server/Archive. Having another vendor install the digital archive system would require a steep learning curve of the integrated systems. The Field Shop also is best qualified to relocate the recording transfer station (i.e., equipment rack) in Room 326. This would result in better serviceability and accessibility of the equipment and simplify connection to the TV Center, as well as result in a quieter Room 326. BUDGET/STAFF IMPACT: Budget has been allocated in project 16009 under the current CIP cycle. Cost for the digital server/archive system is $65,571, including applicable taxes and shipping charges, and cost for the recording transfer station relocation is $18,382, including applicable taxes and shipping charges, with a contingency of $8,395. Attachments: Staff Review Form, Staff Review Memo, Quotes Mailing Address: 113 W. Mountain Street www.fayetteville-argov Fayetteville, AR 72701 FELD SHOP BROADCASTIELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 9/16/2016 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132540 —3 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description Cost Extended Cost Storage Archive System 1 1 Field Shop makShare Expansion $6995.00 $6995.00 28TB Expansion Chassis, 6Gb SAS RAIDS with Hot Spare 2 1 Field Shop makShare 16BLSVR $14995.00 $14995.00 56TB Media Storage System, 16 -Bay 6Gb SAS RAID6 with Hot Spare, 128GB SSD, 32GB RAM, 2.1 GHz Intel Xeon 6 - Core Processor, 2x10GbE Ports, Custom Linux OS CatDV Media Asset Management 3 1 CatDV Enterprise Server $3795.00 $3795.00 Enterprise Server Software 4 1 CatDV Enterprise Client $6895.00 $6895.00 Enterprise Client 10 -pack 5 1 CatDV Worker Node $1995.00 $1995.00 CatDV Enterprise Worker Node 6 1 CatDV Support Contract $3995.00 $3995.00 Maintenance and Support Contract, (12 months rolling priority email and telephone support) 7 'i CatDV CatDV Training $5995.00 $5995.00 On -Site Training, Consultancy and Configuration (Travel Expenses Billed Separately) Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 FIELD HOP Quote Number 132540 —3 BROADCAST IELECTRONIC ENGINEERING Item # I Qnty JEquipment Description Cost Extended Cost 8 1 Field Shop Rackmount PC $2745.00 $2745.00 Rackmount PC System, Intel Quad -Core Processor, 8GB Memory, 512GB SSD, 6TB Media Storage, Windows 10 Pro 9 1 Field Shop Worker Node PC $1995.00 $1995.00 Rackmount PC System, Intel Quad -Core Processor, 16GB Memory, 512GB SSD, Windows 10 Pro Installation and Configuration 10 1 Field Shop Materials $595.00 $595.00 Installation Materials 11 1 Field Shop Installation $6995.00 $6995.00 Installation, Configuration and Training 12 1 CatDV Travel Expense $2500.00 $2500.00 CatDV Travel Expense (ESTIMATE) 13 1 Shipping Shipping $250.00 $250.00 14 1 Tax Sales Tax 9.75% $5825.14 $5825.14 Total $65570.14 Quote for storage archive system with asset management software. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 2 FIELD S BROADCAST I ELECTRONIC ENGINEERING The Field Shop, Inc. 5507 Geyer Springs Road Little Rock, AR 72209 Office: 501-565-9673 Fax: 501-588-3126 www.fieldshop.com 11/16/2016 Quotation For Doug Bankston City of Fayetteville 113 West Mountain Fayetteville AR 72701 479-444-3434 Quote Number 132542 —2 Salesperson Kris Reed kris@fieldshop.com 501-565-9673 ext 20 Item # I Qnty JEquipment Description Cost Extended Cost 1 3 Aurora DXE-CAT-S1 $459.00 $1377.00 HDMI HDBaseT Extender Kit TX/RX 230'- 1080P 60hz 2 1 Middle Atlantic WR -37-32 $1595.00 $1595.00 WR Series Rack, WR -37-32 3 2 Tripp -Lite PS6020 $69.00 $138.00 Power Strip 120V AC - NEMA 5-15P - 20 NEMA 5-15R - 15ft 4 1 APC Smart -UPS 1500 $799.00 $799.00 1500VA LCD 2U 120V US-1500VA/1000W, SMT150ORMUS 5 1 Field Shop Materials $2495.00 $2495.00 Installation Materials 6 1 Field Shop Installation $9995.00 $9995.00 Installation and Configuration 7 1 Shipping Shipping $350.00 $350.00 8 1 Tax Sales Tax 9.75% $1633.03 $1633.03 Total $18382.03 Room 326 rack move. Taxes and shipping not included. Prices good for 30 days and are subject to change. This quote cannot be used as bid specifications without the expressed written permission of The Field Shop, Inc. 1 DEC 22 2016 **NOTE** Please do not pay from Affidavit. Invoice will be sent. NORTHWEST ' ERKS "'Ordinance: ARKANSAS 5IT1Ty'cFL` OFFICE 5933 File Number: 2016-0558 Im THE FIELD SHOP, INC. CHANGE Democrat ORDER: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL E V, W V"T". "M COMPETITIVE BIDDING AND APPROVE A CHANGE ORDER TO THE CONTRACT WITH THE FIELD SHOP, INC. OF LITTLE ROCK TO EXPAND THE SCOPE OF SERVICES TO INCLUDE THE PURCHASE AND AFFIDAVIT OF PUBLICATION INSTALLATION OF A VIDEO PRODUCTION DIGITAL SERVER AND ARCHIVE SYSTEM AND I Karen Caler, do solemnly swear that I am the Legal Clerk of the RELOCATION OF THE RECORDING TRANSFER STATION AT THE Northwest Arkansas Democrat -Gazette, printed and published in TELEVISION CENTER. WHEREAS, on December 15, 2015, the Washington County and Benton County, Arkansas, and of bona fide City Council approved a contract with circulation, that from my own personal knowledge and reference The Field Shop, Inc. for an upgrade to the audio-visual equipment in the City to the files of said publication, the advertisement of: Council chamber and City Hall Room 326 and an upgrade to the audio-visual and broadcast equipment in the Television Center; and CITY OF FAYETTEVILLE WHEREAS, the Field Shop, Inc., which Ord 5933 has already integrated a portion of the digital server and archive, is best qualified and positioned to continue as the City's contractor for an expanded Was inserted in the Regular Edition on: scope of services to include completing December 15, 2016 the purchase and installation of the video production digital server and archive system and a relocation of the recording transfer station; and Publication Charges: $ 126.10 WHEREAS, having another vendor install the digital archive system would require a steep learning curve of the integrated systems at greater potential financial and quality costs to the City and Karen Caler would also lead to delays in the project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS - Subscribed and sworn to before me Section I. That the City Council of the City of Fayetteville, Arkansas hereby This 1(, day of 2016. finds the above circumstances make [),ec-, competitive bidding not feasible or practical and therefore waives t] e requirements of formal competitive 6EZ bidding and approves a change order to the contract with The Field Shop, Inc. of Little Rock to expand the scope of to,-�L services to include the purchase and Notary Public installation of a video production digital server and archive system the My Commission Expires: Z 2 and relocation of the recording transfer station at the Television Center. PASSED and APPROVED on 12/6/2016 1i V41LES Approved: Lioneld Jordan, Mayor county Q12 3 97 A Attest: Sondra E. Smith, City Clerk Treasurer N ry -eb 20, 2024 1) 73962751 Dec. 15, 2016 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Doug Bankston Submitted By I 0-d 5533 JB&A-Digital Asset Management Enterprise Software System -Ord 5903 City of Fayetteville Staff Review Form 2017-0171 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/26/17 Communications & Marketing / Communications & Marketing Department Submitted Date Division / Department Action Recommendation: Staff recommends the signing of a Statement of Work provided by 1B&A for 1B&A to set up and train City Staff on a digital) asset management enterprise software system in the TV Center as part of the 16009 Video Production Digital Server/Archive System project approved by City Council on 12/6/16. Budget Impact: 4470.9470.5315.00 Sales Tax Capital Improvements ' Account Number - Fund 16009 Video Production Digital Server/Archive system Project Number Project Title Budgeted Item? NA Current Budget $ 120,000.00 Funds Obligated $ 92,348.00 Current Balance $ 27,652.00, Does item have a cost? NA Item Cost $ - Budget Adjustment Attached? No Budget Adjustment # Remaining Budget I $ 27,652.00 V20140710 Previous Ordinance or Resolution p 5933 Original Contract Number: Approval Date:)0 — Acl—I 7 Comments: Budget has been allocated in project 16009 under the current CIP cycle. This is an included item in the scope of work and has no budgetary impact. Signature only. CITY OF a e evi le Y ARKANSAS TO: Mayor Jordan THRU: Susan Norton, Communications Director Don Marr, Chief of Staff FROM: Doug Bankston, Media Services Director DATE: June 26, 2017 STAFF MEMO SUBJECT: To sign a Statement of Work to be performed by JB&A for the set up of a digital asset management enterprise system in the TV Center and to provide training. RECOMMENDATION: Staff recommends the signing of a Statement of Work provided by JB&A for JB&A to set up and train City Staff on a digital asset management enterprise software system in the TV Center as part of the 16009 Video Production Digital Server/Archive System project approved by City Council on 12/6/16. BACKGROUND: Per Ordinance 5933 approved by City Council on 12/6/1'6, The Field Shop, Inc. was awarded lea)®®t DISCUSSION: The Field Shop, the systems integrator for the TV Center and City Hall audio-visual upgrades, was awarded project 16009 Video Production Digital Server/Archive System, a budgeted capital improvement project for the current CIP cycle. The Field Shop, Inc. is a designer and installer of network, storage, archive and asset management solutions and already has integrated a portion of the Digital Server/Archive They selected Square Box Systems' CatDV Enterprise System for digital asset management and cataloging for the server/archive. JB&A is the authorized seller and trainer for CatDV and will set up and train City Staff on the software, an included budgeted item per The Field Shop contract and quote. JB&A has submitted a Statement of Work that they will be performing that was signed by The Field Shop and will need to be signed by the customer (City). BUDGET/STAFF IMPACT: Budget has been allocated in project 16009 under the current CIP cycle. This is an included item in the scope of work and has no budgetary impact. Signature only. Attachments: Staff Review Form, Staff Review Memo, Statement of Work 0 Mailing Address: 113 W. Mountain Street www.faye"evilie-ar.gov Fayetteville, AR 72701 Building Business Relationships Statement of Work CatDV Enterprise System Catuv' Version 1 [Publish Date] Prepared by: Adam Ostlund Created by ]B&A © 2015 Version 3 Page 1 of 8 JBA70> Building Business Relationships CatDV Statement of Work Summary o The Field Shop, Inc. has engaged JB&A to Design install and train City of Fayetteville on the use of CatDV to manage media files. (Summarize the planned operation of the system) Our goal is to provide a functional CatDV system as outline in this Scope of Work. JB&A will complete the necessary consultations, installation and configurations remotely. Online and onsite training will also be provided as part of this scope. Product o JB&A will be responsible for installing the following CatDV Software applications: CatDV Server Application, CatDV Web Applications, CatDV Client Applications (QTY), CatDV Worker Nodes (QTY), CatDV Adobe Premiere Plugins. o JB&A is not responsible for the purchase or procurement of the hardware that the aforementioned software is to be installed into. Said hardware and network connectivity must be furnished and installed by the City of Fayetteville I The Field Shop, Inc. during the project management phase outlined below. Delays in this process will result in total project delays and may incur additional costs. JB&A will not be responsible for the cost of additional codecs needed to facilitate project that were not defined in the Media Type summary. JB&A will not be responsible for improvements or.upgrades to the OS, internal or external components needed to ensure hardware compatibility with the software installation. All video storage be it online, near line or archive must be installed, connected and tested.prior to system set up phase. Failure to meet this timeline will result in delays to the project and will incur cost overages. JBA will not be responsible for the costs associated due to aforementioned delays in project. o Client media types summary • Define types of media City of Fayetteville uses or intends to begin using through the CatDV PAM: • Define any needed codecs to support media types: • Define needed plugins to augment clients current offering to support clients current or proposed media types. o Associated Costs The price slated here will include agreed upon services outlined in this scope of work. This price does not include additional software required by the City of Fayetteville as stated in Product Summary above. Price does not reflect travel expenses related to onsite discovery, training or consultations. City of Fayetteville will be billed for said travel expenses upon completion of project as, outlined in this document. Services o Project Management • JB&A is to provide a project manager who will be your primary point of contact throughout the project until completion at which time standard software support channels will be utilized. The post installation and training support channel will be defined in a maintenance and support agreement to be delivered Created by )B&A © 2015 Version 3 Page 2 of 8 JB&� Building Business Relationships to City of Fayetteville after purchase of the software. Said agreement can be viewed here: http://www.squarebox.com/support/support-contracts/ • Project manager will give milestone updates as outline in the project schedule, additional updates must be requested via email at catdv@Jbanda.com o Metadata Consulting (2-4 hours) • JB&A will provide remote consultation with City of Fayetteville on CatDV metadata types. Consult on how to metadata is used to tag, log and search files. Provide samples of other clients usage of metadata specific to the market being served. • City of Fayetteville will be required to supply custom metadata fields and appropriate taxonomy during this phase of the project. • JB&A will be responsible for transferring the metadata document to the CatDV system. o Workflow Consulting (4-6 hours) • JB&A will interview team members in each "production group' pertaining to how they handle media and define the specific needs of each department that will be using the CatDV system. • Workflow documents outlining the flow of data will be created to define the use and automation requirements for the CatDV system. These will be the guideline to how the CatDV workflow will be created and maintained as well as any automations needed for. the Worker Node. These will also include workflows defining how new media is ingested into the CatCV system as well as defining. the cataloging of existing data and backlogs. o Design. • JB&A will design a workflow and metadata schema based on the consultation meetings with team member. The workflow and metadata schema will be outlined in a document to be delivered to the client for review prior to remote installation. o Remote Deployment . • Software application installation can begin once all hardware has been deployed per guidelines in product section. Installation will be done remotely using Citrix GotoAssist software for remote control of the server hardware. • Specific hardware IP addresses, passwords and names will be requested during initial kickoff process. These will be documented and need to remain consistent through the entire process. • Access to the server and other hardware during installation is required. Delays in access can cause delays in total project completion and can incur additional costs. • Unattended access to hardware will be requested during this process to ensure all timeline are met by all parties. We understand that not all environments will allow unattended access to servers on their premise and arrangements will need to be made to have supervision to these machines. If unattended access is acceptable and approved JB&A engineers will install a software module by Citrix to allow the access. This module will be uninstalled at completion of the project unless City of Fayetteville decides to leave it for post installation and training support. The software module for unattended access can be removed at anytime by either a JB&A employee or the system owner. o System Set Up • JB&A will install the MySQL db into the OFE designated server onto the existing OS drive. Requirements to have said db on external drives or alternative servers will require additional professional services and are not covered under this scope. Created by JB&A @ 2015 Version 3 Page 3 of 8 JB&� Building Business Relationships Should City of Fayetteville decide that Oracle or MSSQL should be used as an alternative to MySQL. TSAE assumes responsibility in acquiring the alternative DB and installation of said DB. Additional charges to configure CatDV to this DB are as follows 6000.00. CATDV Web Client 2.1 will be installed to the OFE designated CatDV server on the internal OS drive. Requirements to install Web 2.1 as an external Apache server are not covered under this scope and will require additional professional services. • Upon approval of the CatDV system design a JB&A engineer will install the metadata schema as outlined in the Metadala consultation section above. The approved metadata and worker node actions will be installed and tested for accuracy. JB&A is not responsible for network configurations or outages. City of Fayetteville will be responsible to ensure all software can be network connected appropriately as well as have accessible paths to the file storage locations. • Proxy file set up. Proxy files are necessary for the many functions of the CatDV system. JB&A will configure for up to two (2) proxy locations on OFE video storage. These will include necessary worker actions as outlined in the worker section of this document. Proxyl will be for primary Ian based or web based proxies. Proxy? will be used for alternative Web based proxy's. JB&A is not responsible for connectivity of the OFE video storage to the server and worker machines responsible for creating these files nor to the client workstations, server, and worker machines using these files. This connectivity must be finalized for final testing stage of the system install. • Once testing proves accuracy demonstrations for sys admins can be offered for final approval of metadata schema, metadata tab layouts and worker actions. o Worker Node Scripting • The Worker Node is the primary data mover and transcoder in the CatDV system. It is necessary that the OFE server the Worker Node is to be installed into be connected to all OFE video storage systems for proper functionality. Failure to do so will result in process failure and CatDV System will not function properly. The Worker Node has a library of video codecs that it uses for transcoding of files to other codecs. The City of Fayetteville will be responsible to adding additional codecs as outlined in the product section above. • Worker Actions: • Workflow 1: Ingest of existing media files on client storage 9 Workflow 2: Ingest actions for new data 9 Workflow 3: Transcoding for Deliverables 9 Primary Proxy Workflow • Secondary Proxy WorkFlow o Archive Integration • Archive is integral to any PAM system and CatDV has integrations with many archive applications. JB&A will not be responsible for the set up and configuration of the archive hardware, its connectivity to the storage or the network unless it is included in this scope of work. If a Squarebox Certified Archive plugin has been chosen as a part of this package JB&A will coordinate the appropriate vendor Created by JB&A © 2015 Version 3 Page 4 of 8 JB, &� Building Business Relationships installation of the plugin and'make the appropriate Metadata fields and Worker Actions available to that vendor and the software plugin. > Plugin: N/A > Vendor: N/A 3r° party Integration: JB&A will not install or configure any 3r° party integrations into CatDV that are not Squarebox Certified unless it is included in this scope of work. If a Squarebox Certified Integration has been chosen as a part of this package JB&A will coordinate the appropriate vendor installation of the plugin and make the appropriate Metadata fields and Worker Actions available to that vendor and the software plugin. Additional P party products and storage will incur costs if not covered in this SOW. > Plugin: N/A > Vendor: N/A o Test Phase • Once the installations and configurations of the Metadata, Server and Workers are done according to this scope, the JB&A project manager will undergo a review of the system with the City of Fayetteville project manager. Both JB&A and City of Fayetteville project managers will test'the plugins, Archiving processes, Worker actions, Web 2.1 review and workflow processes to ensure scope accuracy. Once completed and signed of by both parties training can proceed. o Remote Training .. .. • JB&A will provide remote online training in advance of the onsite training using the City of Fayetteville system. There will be Three (3) two (2) hour sessions. These sessions will be recorded for later use— and training with new employee and will be delivered as a digital file later. > Session 1: Admin training and troubleshooting > Session 2: Importing Videos and Basic Logging and searching > Session 3: Basic Web. -Client Usage o Onsite training • Onsite training is included with this package and will not exceed 1-2 consecutive days in total. Each. day will not exceed 8 hours in total and will be broken into sessions dividing actions amongst Admin, Editors, and Basic Users. These sessions may also be screen captured for later use if requested in advance. Changes to training dates will incur additional travel costs to be billed at project end. Number of days onsite is not reflective of software purchased but at discretion of trainer. o Documentation Documentation will be provided after the close of the project and will include all passwords or logins created during the installation phase, Site planning documents showing the system architecture and workflows, PDF manuals, training videos and manuals created for custom modules or integrations. Major Deliverables I Key Events Anticipated o The ownership and timeline table outlines major deliverables, responsible party and the anticipated due date. Each action is dependent upon the successful completion of the preceding action. Note that failure to meet the stated due dates will require revisiting these dates and potentially additional costs. JB&A will not be held responsible for failure to meet their responsibilities in the event that The Field Shop, Inc. and/or City of Fayetteville have not met theirs. Created by ]B&A © 2015 Version 3 Page 5 of 8 JB &A Building Business Relationships Software and Training Delivery Agreement o CatDV is dynamic software containing a variety of components that function in any given production environment. All services and deliverables are provided after the end users acceptance of the software license agreement provided by Squarebox Systems. o Training is an on-going process and so there is no mastery of the application in a short period of time. Users will be trained on general CatDV functions and concepts and on the specific functions necessary for their workflow. City of Fayetteville can choose to focus on specific areas during the training process. However, additional training may be necessary to ensure that end user is comfortable operating all CatDV components. o JB&A provides training and installation services to known specs within the capabilities of Squarebox Systems. However, we are not responsible for software bugs or feature additions or deletions, which may impact this system and its workflows. Also limitations or changes to third party hardware and software are not supported. JB&A consults, installs and trains on the use and best practices of CatDV and are not responsible for code level or bespoke changes and or modifications of the application. Job Requirements o JB&A will need access to the CatDV Server, CatDV Workgroup Client and Worker Node prior to and during training. City of Fayetteville will provide remote access to the deployed system during both pre and post deployment. This may be disabled once the system is operational and the agreed training and installation is complete. Costs/Budget o Any changes to the scope of work must be approved by all of the parties to this contract in writing and changes may require additional costs. All additional costs must be in the form of a purchase order presented to JB&A. Release of Installation Liability o City of Fayatteville agrees to have all objectives of Phase 1 accomplished prior to JB&A training staff arriving on site for training (Phase 2). Project Completion Criteria o The project will be deemed complete once all purchased software and training has been delivered. Acceptance and Authorization The undersigned have reviewed thisSOW and represents that the responses are true and complete and that the undersigned have full authority to enter into this agreement on behalf of: The Field Shop, Inc. Full name (Reseller) President Title Created by JB&A © 2015 version 3 L nth sJ6rdn n Full name (End User) vj nu nr Title Page 6 of 8 Project Details: CatDV System End User Company City of Fayetteville End User Primary Contact Information Neil Bilbe ; nbilbe(cDfayalteville-ar.cov End User Training Location Fayetteville Television Center, 101 W. Rock St. Fayetteville, AR 72701 Reseller Company The Field Shop, Inc. Reseller Primary Contact Information Kris Reed ; kris@fieldshop com ; 501-565-9673 ext 20 Purchase Order # Professional Services Costs 5995.00 ONE Travel costs 0.00 Prepared By Adam Ostlund System Details: System OS Primary Storage Secondary Storage/Proxy Archive Editorial Platform Primary Codecs All other codecs Other File types Is Calibrated Codecs Required: Created by 3B&A © 2015 Version 3 Page 7 of 8